Supply Chain Procurement Assistant at Danish Refugee Council (DRC)

Purpose

Provide support to the programme by undertaking technical and practical operational tasks to ensure smooth, safe and efficient operation of supply chain fleet activities in accordance with the Operations Handbook and Program Manual with adherence to the donor guidelines.

Duties and Responsibilities

The main duties and responsibilities will include but not limited to:

• Procure all materials and equipment ordered by the projects in a cost-effective and transparent manner in line with DRC and donor specific policies, in collaboration with the Programs Requestors and SC-Procurement TL.
• Assist in liaising with suppliers to create realistic delivery schedules and compare actual deliveries to evaluate supplier performance and responsiveness.
• Ensure that all Purchase Requests, Purchase Orders, RFQ are tracked from point of request through to final receipt.
• Regularly review, update and share the information management databases and trackers to the SC -Procurement TL.
• Assist with the preparation of contracts and amendments of contracts when needed.
• Participate in the joint verification of procured goods, services and works and to ascertain the items conformity to Technical Specifications and Quantities.
• Periodically search the market for new suppliers that may provide better service or value for money for DRC.
• Maintain and update suppliers list using the Supplier Profile and Registration Form.
• Participate and facilitate the supplier pre-qualification process
• Ensure procurement files are accurate and records are in compliance to DRC and donor procurement policies, filing system is properly established, all soft copies and hard copies of procurement files are accessible and manageable for audit purposed.
• Ensure up to date archiving system of both physical and electronic of procurement documents (contract, vendors profile, lease agreement etc)
• Updating PR/PO trackers daily to ensure all PRs are properly track on the tracker.
• Scanning and uploading of procurement files and document as per case bases.
• Periodically Support and participate in open tender meetings & evaluations.
• Prepare and submit payments of suppliers to finance on a timely manner
• Follow up internally between Supply Chain and Finance on status of vendors payments.
• Vetting of the suppliers in DRC approved anti-terrorism databases search.
• Implementing due diligence for suppliers, this includes conducting reference checks, supplier visits etc.
• Provide consistent and constructive support to other departments to ensure compliance with policies and procedures
• Conduct duties in accordance with DRC Nigeria programme Standard Operating Procedures (SOPs);
• Conduct duties in accordance with DRC Code of Conduct.
• Identifying and reporting procurement red flags to SC-TL, Manager and Compliance Unit.
• Any other task assigns by the SC-TL and Manager.

Requirements

Essentials:

• Bsc in any dispelling Or Minimum of Diploma (ND) in Management related courses of Logistics.
• Experience/skills in MS Excel (experience in working with formulas)
• ERP (dynamics) working experience is an added advantage.
• Willing to meet deadlines with minimum supervision.
• Ability to work under pressure and respond when Emergency supply is requested in the field offices.
• Autonomous and ready to take initiative to improve within her/his area of responsibility
• Good in written and spoken English, Hausa, and any local language of Borno State.
• To be successful in this role, the candidate is expected to be honest, strongly motivated and display a high standard of integrity in humanitarian work, disciplined and team oriented.

Desirables:

• Flexible & willing to work in a remote setting & to travel to other field locations.
• Experience with standard procurement procedures and documentation.
• He/she has Good mathematical skills.
• Good communication and teamwork spirit
• Excellent organizational skills, self-motivated, proactive, and able to accomplish set deadlines.
• At least one (1) year working experience in Supply Chain logistics/procurement in an (I)NGO
• He/she most be indigene of Borno state.